Summerland Museum & Archives Society Collections Policy Manual Adopted by Board of Directors, Feb 27, 2008 Amended October 29, 2009 Amended April 30, 2014 Amended February 23, 2017 Amended and Adopted by Board of Directors, Feb. 8, 2018 VISION STATEMENT To be a place of passionate exploration of Summerland’s history MISSION STATEMENT The Summerland Museum and Archives (SMA) exists to collect, preserve, research, interpret, and display objects that are historically significant to our community. These objects will reflect primarily the history of the Summerland district, then the immediate surrounding area, from the period from pre-contact, including Indigenous history, to the present. THE SUMMERLAND MUSEUM & ARCHIVES SOCIETY’S CORE VALUES Leadership and Excellence Inclusivity and Cultural Sensitivity Ethical and Credible Research Table of Contents A. PURPOSE AND SCOPE OF COLLECTIONS......................................................................................... 4 1. PURPOSE OF POLICY ................................................................................................................................ 4 1.1 Introduction ...................................................................................................................................... 4 1.2 Standard of Application .................................................................................................................... 4 1.3 Reviews ........................................................................................................................................... 4 2. SCOPE OF COLLECTIONS .......................................................................................................................... 4 2.1 Historic Overview ............................................................................................................................. 4 2.2 Mandate ........................................................................................................................................... 4 2.3 Scope and Limits of Collections ....................................................................................................... 5 2.4 Contents of Collections .................................................................................................................... 5 2.5 Governance ..................................................................................................................................... 6 B. COLLECTIONS MANAGEMENT ............................................................................................................ 6 3. ACQUISITIONS .......................................................................................................................................... 6 3.1 Introduction ...................................................................................................................................... 6 3.2 Authority ........................................................................................................................................... 6 3.3 Methods of Acquisition ..................................................................................................................... 7 3.4 Accession Requirements ................................................................................................................. 8 3.5 Documentation ................................................................................................................................. 9 3.6 Tax Receipts .................................................................................................................................... 9 3.7 Ethical Guidelines .......................................................................................................................... 10 3.8 Education Collection ...................................................................................................................... 10 4. DEACCESSIONS AND DISPOSAL ............................................................................................................... 11 4.1 Introduction .................................................................................................................................... 11 4.2 Authority ......................................................................................................................................... 11 4.3 Reasons for Deaccessioning ......................................................................................................... 11 4.4 Disposal ......................................................................................................................................... 12 4.5 Documentation ............................................................................................................................... 12 5. LENDING AND BORROWING ..................................................................................................................... 13 5.1 Introduction .................................................................................................................................... 13 5.2 Authority ......................................................................................................................................... 13 5.3 Documentation ............................................................................................................................... 13 5.4 Criteria for Lending Objects from the Museum (Outgoing Loans) ................................................. 13 5.5 Criteria for Accepting Loans into the Museum (Incoming Loans) .................................................. 14 5.6 First Nations Artifacts ..................................................................................................................... 14 5.7 Repatriation .................................................................................................................................... 15 5.8 Unclaimed Loans ........................................................................................................................... 15 6. ACCESS TO COLLECTIONS ...................................................................................................................... 15 6.1 Introduction .................................................................................................................................... 15 6.2 Conditions of Access ..................................................................................................................... 16 6.3 Research Access and Use ............................................................................................................ 16 6.4 Fees and Reproduction ................................................................................................................. 16 7. COLLECTIONS STORAGE ......................................................................................................................... 17 8. COLLECTIONS CARE AND CONSERVATION ............................................................................................... 17 8.1 Introduction .................................................................................................................................... 17 8.2 Preventive Conservation ................................................................................................................ 17 8.3 Treatment Conservation ................................................................................................................ 18 Page 2 of 52 8.4 Priorities ......................................................................................................................................... 18 8.5 Authority ......................................................................................................................................... 19 9. EXHIBITION AND DISPLAYS POLICY .......................................................................................................... 19 9.1 Introduction .................................................................................................................................... 19 9.2 Purpose and Aims.......................................................................................................................... 19 9.3 Principles ....................................................................................................................................... 19 9.4 Development .................................................................................................................................. 20 C. OPERATIONAL POLICIES.................................................................................................................... 20 10. VOLUNTEERS ....................................................................................................................................... 20 10.1 Introduction .................................................................................................................................. 20 10.2 Recruitment .................................................................................................................................. 20 10.3 Documentation ............................................................................................................................. 21 10.4 Expectations ................................................................................................................................ 21 11. PRIVACY AND